TIRES FOR PUPIL TRANSPORTATION

Agency: City of Charlottesville
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 423130 - Tire and Tube Merchant Wholesalers
  • 441320 - Tire Dealers
Posted Date: Jul 31, 2019
Due Date: Aug 14, 2019
Solicitation No: IFB#PUPIL TRANSPORT TIRES/20-11
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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bid/proposal # description due date
IFB#PUPIL TRANSPORT TIRES/20-11 TIRES FOR PUPIL TRANSPORTATION
Questions shall be directed in writing to Crystal Weller at purchasing@charlottesville.org
8/14/2019
2:00 PM

Attachment Preview

INVITATION FOR BIDS
(IFB)
Issue Date: July 31, 2019
IFB#: PUPIL TRANSPORT TIRES/20-11
Title: TIRES FOR PUPIL TRANSPORTATION
Issuing Agency: City of Charlottesville
Procurement and Risk Management Services
325 4th Street NW, Charlottesville, VA. 22903
Department and/or Location Where Work Will Be Performed: City of Charlottesville
Pupil Transportation
Avon Street Extended, Charlottesville, VA. 22903
Period Of Contract: Contract shall be for one-year beginning date of ratified contract with the option to renew for up to five
(5) additional one year terms if agreed upon in writing by both parties.
Sealed Bids Will Be Received Until 2:00 p.m. local prevailing time on AUGUST 14, 2019 For Furnishing The
Goods/Services Described Herein And Then Opened In Public. No telephoned, faxed, or emailed bids will be considered.
All Inquiries For Information Should Be Submitted in Writing and Be Directed To: Crystal L. Weller, CPPB, VCO,
Procurement Supervisor at purchasing@charlottesville.org.
The face of the envelope or shipping container shall be clearly marked in the lower left hand corner as follows:
IFB#: PUPIL TRANSPORT TIRES/20-11
Title: TIRES FOR PUPIL TRANSPORTATION
OPEN: AUGUST 14, 2019
IF BIDS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY SHOWN ABOVE. IF BIDS ARE HAND
DELIVERED, THEN DELIVER TO:
City of Charlottesville
Procurement and Risk Management Services
325 4th Street NW, Charlottesville, VA. 22903
BIDDERS HAND DELIVERING BIDS SHOULD GO TO WWW.CHARLOTTESVILLE.ORG/PURCHASING, CLICK
ON BIDS AND PROPOSALS TO OBTAIN A MAP FOR CITY VISITOR PARKING LOCATION.
TO RECEIVE A COMPLETE BID PACKAGE,
PLEASE VISIT OUR WEBPAGE AT
WWW.CHARLOTTESVILLE.ORG/PURCHASING
AND CLICK ON BIDS AND PROPOSALS.
This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-
4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis
prohibited by state law relating to discrimination in employment.
TABLE OF CONTENTS FOR IFB#PUPIL TRANSPORT TIRES/20-11
I. PURPOSE
II. COMPETITION INTENDED
III. MINORITY BUSINESS PROGRAM
IV. SCOPE OF WORK/ /SPECIFICATIONS
V. PREBID CONFERENCE
VI. GENERAL TERMS AND CONDITIONS
VII. SPECIAL TERMS AND CONDITIONS
VIII. METHOD OF PAYMENT
IX. ATTACHMENTS
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IFB#PUPIL TRANSPORTATION TIRES/20-11
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I.
PURPOSE: The City of Charlottesville is soliciting sealed bids from qualified vendors to establish a term contract
to provide tires and related services on an as needed basis to Pupil Transportation; per all terms conditions and
specifications stated herein.
II.
COMPETITION INTENDED: It is the City’s intent that this Invitation for Bid (IFB) permits competition. It shall
be the bidder’s responsibility to advise the City’s Purchasing Agent, in writing, if any language requirement,
specification, etc. or any combination thereof, inadvertently restricts or limits the requirements stated in this IFB to a
single source. Such notification must be received by the City’s Purchasing Agent no fewer than five (5) work days
prior to the date set by this IFB for receipt of bids by the City.
III. MINORITY BUSINESS PROGRAM: As part of the City of Charlottesville’s Minority Business Program, the City
of Charlottesville encourages the participation of small, women, minority, veteran and micro-owned businesses
(SWaM-O) in the City’s procurement transactions. In order to support and build up the capacity of SWaM-O
businesses, City Council and staff have taken steps to push forward policy changes and initiatives to help reduce
barriers to doing business with the City. To find out more about the current City of Charlottesville initiatives and
programs please visit the Minority Business Program website at http://www.charlottesville.org/business/minority-
business-program.
IV. SCOPE OF WORK/ SPECIFICATIONS: The Contractor(s) shall furnish all labor, supervision, equipment, tools,
materials and incidentals necessary to furnish, deliver and install tires and to provide associated services as detailed
below. The Contractor shall also dispose of City owned tires at the City’s request.
The City will purchase tires and associated services on an as needed basis. The City reserves the right to add and/or
delete tire brands and sizes as the need arises. Any resulting contract(s) will not guarantee any volume of business
to a Contractor(s) awarded a contract(s) as a result of this solicitation, but will provide the City with a method to
obtain goods/services on an as needed basis.
All tires offered and furnished shall:
Meet all current standards as established by the U.S. Department of Transportation.
Be nationally recognized as a quality level tire meeting or exceeding the Original Equipment (OE) tire that was
mounted on the vehicle when sold by the original vehicle manufacturer.
Be listed in the Manufacturer’s Regular Published Catalog and the price list quoted for this solicitation. No
promotional, economy, special produced, unlisted and/or special listed tires will be accepted.
Be provided by a company regularly engaged in the sale of tires and services specific to this bid.
FURNISH, DELIVER AND INSTALL TIRES
1. GENERAL REQUIREMENTS: The Contractor awarded a contract as a result of this solicitation shall:
Furnish, deliver and install tires at the City’s location.
Provide manufacturer name brand tires in sizes stated herein.
Deliver in-stock tires within two (2) hours of notification by the City.
Deliver out of stock tires on the next business day.
Dispose of used tires upon the City’s request.
2. DELIVERY AND INSTALLATION: Tires shall be delivered and installed at City (Pupil Transportation)
Facility located at Avon Street Extended during the hours of 8 AM 4 PM, Monday Friday local prevailing
time. Tires shall be acknowledged and accepted by the Contract Administrator or designee.
3. TIRE DISPOSAL: The Contractor awarded a contract as a result of this solicitation for Lot C. shall pick up
used, City owned tires from the City and dispose of the tires on an as needed basis as requested by the City.
Tires will be of various sizes and conditions. All tires disposed of shall be per all U. S. Environmental
Protection Agency (EPA) rules, regulations and guidelines. The Contractor shall collect used tires monthly,
for disposal, at a place(s) and time(s) prescheduled with the City Contract Administrator.
Delivery Fees: The bidder shall not impose any additional charges (including environmental, fuel surcharges and/or
delivery charges) to the rates offered to the City. Extra charges are not allowed.
Ordering Instructions: The City’s Contract Administrator will contact the Contractor(s) by telephone; reference
the contract number, and place a verbal order with the Contractor(s) for the goods/services that are required. The
City’s Contract Administrator will provide the Contractor(s) with a Purchase Requisition or Purchase Order number
when the order is placed, and the Contractor(s) shall use this number when invoicing the City.
IFB#PUPIL TRANSPORTATION TIRES/20-11
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Contractor’s Representative: The Contractor(s) shall assign a project manager to interface with the City’s
Contract Administrator for any resulting contract(s) from this solicitation. The project manager shall handle and
resolve all issues including, but not limited to, delivery, installation, service and billing.
Contractor’s invoicing: Invoices shall include the contract number and Purchase Requisition or Purchase Order
number provided when the order is placed, Contractor’s company name, date(s) of service and service(s) provided.
A valid invoice shall be submitted to the following:
City of Charlottesville
Pupil Transportation
Avon Street Extended
Charlottesville, VA 22903
City’s Contract Administrator: The City’s Contract Administrator for any resulting contract(s) from this
solicitation is Sherri Eubanks, Assistant Transit Director.
V.
PREBID CONFERENCE: No prebid conference is scheduled.
VI. GENERAL TERMS AND CONDITIONS:
A. ANNOUNCEMENT OF AWARD: Public notice of the award of this contract, or the announcement of the
decision to award this contract, shall be given in the following manner: posting of a written notice on the City’s
website at www.charlottesville.org/purchasing, under the Bids and Proposals link.
B. ANTI-DISCRIMINATION: By submitting their bids, bidders certify to the City that they will conform to the
provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment
Contracting Act of 1975, as amended, where applicable, the Virginias with Disabilities Act, the Americans with
Disabilities Act and Code of Virginia §2.2-4311, §2.2-4311.2, and §2.2-4312 . If the award is made to a faith-
based organization, the organization shall not discriminate against any recipient of goods, services, or
disbursements made pursuant to the contract on the basis of the recipients religion, religious belief, refusal to
participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be
subject to the same rules as other organizations that contract with public bodies to account for the use of the
funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the
accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia
§ 2.2.4343.1E).
Every contract over $10,000 shall include the provisions:
1. During the performance of this contract, the contractor agrees as follows:
a. During the performance of this contract, the Contractor agrees that it will not discriminate against any
employee or applicant for employment because of race, religion, color, sex, national origin, age,
disability or any other basis prohibited by law relating to discrimination in employment, except where
there is a bona fide occupational qualification reasonably necessary to the normal operation of the
contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants
for employment, notices setting forth the provisions of this nondiscrimination clause.
b. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the
contractor, shall state that it is an equal opportunity employer.
c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall
be deemed sufficient for the purpose of meeting these requirements of this section
d. The requirements of these provisions 1. and 2. are a material part of the contract. If the Contractor
violates one of these provisions, the City may terminate the affected part of this contract for breach, or
at its option, the whole contract. Violation of one of these provisions may also result in debarment
from City contracting regardless of whether the specific contract is terminated.
2. The contractor will include the provisions of No. 1 above in every subcontract or purchase order over
$10,000, so that the provision will be binding upon each subcontractor or vendor.
C. ANTI-DISCRIMINATION OF CONTRACTORS: A bidder, offeror, or contractor shall not be discriminated
against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age,
disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in
IFB#PUPIL TRANSPORTATION TIRES/20-11
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employment or because the bidder or offeror employs ex-offenders unless the City has made a written
determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this
contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or
disbursements provided pursuant to this contract objects to the religious character of the faith-based
organization from which the individual receives or would receive the goods, services, or disbursements, the
public body shall offer the individual, within a reasonable period of time after the date of his objection, access
to equivalent goods, services, or disbursements from an alternative provider.
D. ANTI-DISCRIMINATION OF FAITH-BASED ORGANIZATIONS: The City of Charlottesville does not
discriminate against faith-based organizations.
E. ANTITRUST: By entering into a contract, a contractor conveys, sells, assigns, and transfers to the City of
Charlottesville all rights, title and interest in and to all causes of action it may now have or hereafter acquire
under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods
or services purchased or acquired by the City of Charlottesville under said contract.
F. APPLICABLE LAWS & COURTS: This procurement transaction, and any resulting contract, shall in all
aspects be governed by the laws of the Commonwealth of Virginia, notwithstanding its conflicts of laws
provisions. Any litigation with respect hereto shall be brought in the Circuit Court for the City of
Charlottesville, Virginia.
G. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part
without the written consent of the City.
H. AVAILABILITY OF FUNDS: The City’s obligation under a contract awarded as a result of this procurement
transaction shall be and are hereby made expressly contingent upon the availability and appropriation of public
funds to support the City’s performance thereof.
I. AWARD OF CONTRACT: Awards shall be based on determination of the lowest responsive and responsible
bidder. No contract may be awarded to a bidder who is determined by the Purchasing Agent to be non-
responsible.
J. BID ACCEPTANCE: Bids will be date and time stamped upon receipt and retained unopened in a secure
location until bid opening. No consideration will be given to date of postmark or error in delivery to incorrect
address. It is the responsibility of the bidder to ensure timely and correct delivery of bid.
K. BID ACCEPTANCE PERIOD: Each bid submitted must be and remain valid for a period of at least sixty (60)
days from bid opening. Erroneous bids may be reclaimed or superseded any time prior to bid opening time;
Modification of or corrections to bids are not acceptable after bids have opened. Any new bid must be marked
with the additional notation "Supersedes all previous submissions." No bidder may withdraw his bid from
consideration after bid opening due to a mistake, except as permitted by the Code of Virginia §2.2-4330.
L. BID TABULATIONS: Tabulations of bids are a matter of public record and are available upon request.
M. BID/PROPOSAL PRICE CURRENCY: Unless stated otherwise in the solicitation, bidders/offerors shall state
bid/offer prices in US dollars.
N. BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION: The City’s SAP electronic solution offers
vendor self-service registration. Vendors are not required to register prior to bidding, however, purchase orders
cannot be issued and payment to vendors cannot be processed to a non-registered vendor. Go to
www.charlottesville.org/purchasing, under the Vendor Registration link. Complete instructions are included on
the vendor registration page.
O. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways per the
requirements of the City’s Internal Contracts Management Policy:
a. The parties may agree in writing to modify the scope of the contract. An increase or decrease in the
price of the contract resulting from such modification shall be agreed to by the parties as a part of their
written agreement to modify the scope of the contract. No fixed price contract may be increased by less
than ten percent (10%) or $25,000 without the advance approval of the City Manager or designee, and
IFB#PUPIL TRANSPORTATION TIRES/20-11
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